Reducing data storage requirements on mail servers

ABSTRACT

A single copy of an incoming message addressed to multiple recipients is stored as a shared message on a server and the message&#39;s size is determined. A recipient count indicates how many of the recipients of the message have mailboxes on the server. A total amount of storage that would be needed to store copies of the message in each of the recipient&#39;s mailboxes is calculated from the size of the message and the recipient count. The calculated total amount of storage is compared to a predetermined limit. A selection is made between storing multiple copies and storing only the single copy of the incoming message on the mail server responsive to the comparing.

FIELD OF THE INVENTION

The present invention relates to mail servers, and reducing data storage requirements thereon.

BACKGROUND

Mail servers typically use hard disks to manage the ongoing data storage requirements of the email systems they support. Free hard disk capacity on mail servers is often limited, which creates difficulties for mail server administrators attempting to manage disk space on their mail servers.

Mail server administrators may ask users to reduce the size of their mailboxes to reduce data storage requirements. However, the recipients' requirements may still exceed available data storage capacity. In this case, recipients may be unable to open their mailboxes because of the excess size of their mailboxes. Users' email messages may be consequently deleted or archived.

Some useful techniques have been developed to date for reducing the consumption of disk space on mail servers. U.S. Pat. No. 6,256,672 to International Business Machines Corporation (issued Jul. 3, 2001 and entitled “Method and system for efficiently notifying an information copy recipient in an electronic mail system”) discloses a technique for permitting a sender to selectively send attachments only to some recipients of an email message. However, this disclosed technique is not applicable if the sender intends to send the attachment to all recipients of the email message.

In any event, high disk space consumption often requires the purchase of additional data storage capacity to accommodate data storage requirements on mail servers.

In view of the above observations, a need clearly exists for effectively reducing the data storage requirements of mail servers.

SUMMARY

Email messages that are sent to multiple recipients on the same mail server can be a major contributor to increased consumption of data storage capacity on mail servers.

Consider the simple example of an email message sent to all employees of an organization. The email message attaches a document that is 1.0 MB in size. The rest of the mail message (for example, the text, header and footer etc) is 0.1 MB in size. The email message has a total size of 1.1 MB. If the organization has 100 employees, the email message is stored in the mailbox of each of these employees. Consequently, a further 110 MB of disk space is consumed on the organization's mail server.

The techniques described herein enable only one copy of the above-described email message to be stored on the mail server. Redundant data storage is thereby reduced. Each of the addressed recipients of the email message access the same copy of the email message on the mail server, consequently reducing data storage requirements associated with the email message.

Incoming email messages addressed to multiple recipients are stored for use, and a reference message that links to the shared message is distributed to each recipient. The reference message is transparent to the recipient, as the reference message links directly to the shared message. The recipient views only the shared message. For each such incoming email message addressed to multiple recipients, an authorization table is maintained of recipients authorized to access the shared message.

The techniques described herein desirably reduce disk space consumption only in the case of email messages that are addressed to more than one recipient.

DESCRIPTION OF DRAWINGS

FIG. 1 is a schematic representation of components of an email communications system for an organization.

FIG. 2 is a flowchart of steps involved in processing incoming email messages received at a mail server.

FIG. 3 is a flowchart of steps involved in administering a mail server in relation to email messages that are distributed as described with reference to FIG. 2.

FIG. 4 is a schematic representation of the components of the mail server software used to perform the techniques described with reference to FIGS. 2 and 3.

FIG. 5 is a schematic representation of the relationship between a shared email message and reference email messages when an incoming email messages is processinged in accordance with FIG. 2.

FIG. 6 is a schematic representation of a computer system suitable for performing the techniques described with reference to FIGS. 2 and 3.

DETAILED DESCRIPTION

FIG. 1 schematically represents an architecture of a typical organization's email communications system. A mail server workstation 110 connects to a local area network 120, to which a number of local machines 130 are connected. The mail server workstation 110 operates mail server software and the local machines 130 operate email client software. The mail server workstation 110 connects to a wide-area network 140 that in turn connects to a number of remote machines 150. The configuration depicted in FIG. 1 permits communications between those operating local machines 130, and also with those operating remote machines 150.

FIG. 2 represents steps involved in receiving an email that is addressed to multiple recipients in an email system such as that shown in FIG. 1. Each of the numbered steps depicted in FIG. 2 is described below.

Step 210 The mail server 110 receives an email message addressed to multiple recipients 130, 150. Step 220 The mail server 110 determines the size of the email message (including any attachments) and the number of the recipients 130, 150 who have their mailbox on the same mail server. The size of the email message includes the size of the body of the email message, and the size of any attachments. Decision 230 The mail server 110 compares the total storage required with a predetermined value. If the storage required is greater than or equal to the predetermined value, then processing continues with step 250. If the storage required is less than the predetermined value, then processing continues with step 240. Step 240 The mail server 110 copies the incoming mail to the “Inbox” of every recepient, like normal mail. Step 250 If the storage required is greater than the pre- determined value, then the mail server 110 keeps a single shared copy of the email message on the mail server 110 and copies a reference email message to the “Inbox” of all recipients of the email message. A count of number of references is maintained on the mail server 110. Step 260 The mail server 110 creates an entry for this email message. Step 270 The mail server 110 adds the recepient of this email message. Only after this entry is made, the recipient can access the email message stored in the central storage. Step 280 The number of references are maintained in a reference table. This recorded number references is the same as the number of recipients of the original email message. If the recipient deletes the reference email message from the recipient's “Inbox” folder, the reference count associated with the email message is con- sequently decreased by one. The shared email message is deleted if the reference count becomes zero. Step 290 The mail server copies the reference email message to the “Inbox” of the individual recipients. The reference email message is similar to a “doclink”. This doclink is triggered automatically when the recipient opens the reference email message. The reference email message is “transparent” to the recipient, as the reference email message links directly to the shared email message. The recipient views only the contents (and any attachments) of the shared email message. All the reference email messages refer to the single shared email message. If the recipient attempts to make any change to the shared email message, then a local copy of the email message is created in the recipient's mail database for editing. Mail Server Software

FIG. 3 is a schematic representation of the mail server software 310 operating on the mail server depicted in FIG. 1. The mail server software 310 includes auxiliary code 320, beside that which is required for regular operation of the mail server, for performing the procedures described herein with reference to FIGS. 2 and 3.

The mail server software 310 also maintains a meta email database 330 which contains an authorization table 340 and a reference table 350. The authorization table 340 contains information about which recipients are allowed to view which shared email messages. The reference table 350 is also used for recording the existing number of references to particular shared email messages.

The reference table 350 comprises a simple counter. The authorization table 340 lists recipients who are authorized to view the original incoming email message. Each record has two fields: (i) a unique identification number identifying the incoming email message, and the email address of the authorized to view the shared message. The entry for each recipient is removed from the authorization table 340 as that recipient deletes their respective reference message from their “Inbox” folder. A simple example of an authorzation table 340 is given in Table 1.

TABLE 1 Unique message id Authorized recipient 123456789 jamit@in.ibm.com 123456789 cutkarsh@in.ibm.com Mail Server Administration

FIG. 4 represents steps involved in administering a mail server described with reference to FIG. 3 when distributing email messages in the manner described with reference to FIG. 2.

Step 410 The recipient deletes the reference email message in the recipient's Inbox folder. Step 420 The recipient entry is removed from an authorization table in meta email database. Step 430 The number of references in the reference table is decremented in the meta email database. Decision 440 The number of references is checked. If the number of references is zero, processing continues with step 460. If the number of references is not zero, then processing returns to step 450. Step 450 If the number of references is not zero, regular pro- cessing returns. For example, a determination is made whether step 410 occurs, in which case step 420 is initiated. Step 460 The shared email message is deleted and the database entries in the meta email database are removed.

FIG. 5 schematically depicts the relationship between a shared email message 510 and reference email messages 520 that are distributed by the mail server software to respective recipients.

Overview

The procedure described with reference to FIGS. 2 and 3 is now outlined with reference to the components of the mail server software described with reference to FIG. 4.

The mail server has some common storage space set aside for email messages that are referenced in the manner according to the techniques described herein. The mail server is configured with a parameter that specifies the minimum size of mails that are stored in the common storage area.

Upon receiving a new email message, the mail server checks if the new email message is addressed to multiple recipients. If so, then the mail server checks for the number of recipients on this mail server. The number of recipients on this mail server is data that is used to calculate the total storage space required on the mail server. If the total storage space required is lesser than a predetermined (and configurable) threshold value, then the email messages are copied to the Inbox folder of each recipient.

If the required storage space is greater than the predetermined threshold value, then the mail server copies the email message to a common storage space. After copying the email message to the shared storage area, the server copies a reference message to the Inbox folder of each recipient. The mail server also populates the meta email tables with the number of references and the authorization information.

When the email client requests the mail server to open the reference email message, the server opens the shared email message, instead. If the recipient deletes the email message from their Inbox folder, the mail server: (i) deletes the reference email message, (ii) decreases the count of references in the shared mail information table, and (iii) removes this recipient from the authorization table of the shared email message. At this time, if the reference count becomes zero, the shared email message and the corresponding records in the meta mail database are deleted.

Reduction of Data Storage Requirements

Assuming that 0.1 MB of disk space is required to create the reference email message in the recipient's mailbox, disk capacity that is freed for other uses can be calculated in the manner described below in Table 2.

TABLE 2 Total data storage for 1 copy of email message = 1.1 MB = A Total data capacity for 100 copies of email message = A * 100 = 1.1 * 100 = 110 MB = B Total data capacity for reference email message = 0.1 × 100 = 10 MB = C Total data capacity for shared mail = A = 1.1 MB = D Comparative saving of data capacity using described technique = B − (C + D) = 110 − (10 + 1.1) = 98.9 MB POP Mail Servers

For email clients that use POP (Post Office Protocol) to access the email messages, the server maintains a count of the “popped” email messages. When a POP mail server receives an email message addressed to multiple recipients on the same mail server, the POP mail server copies the email message to a common storage area, and copies a reference email message in the recipient's mailbox. When the client requests to “pop” a referenced mail, the POP mail server “pops” the shared email message in the common storage area, and decreases the number of references in the meta mail table accordingly.

Computer Hardware and Software

FIG. 6 is a schematic representation of a computer system 600, of the type provided as the mail server, and local and remote machines of FIG. 1. The computer system 600 described herein is of a type that, as described above, can be used to perform steps that implement the techniques described herein. The computer system 600 executes computer software under a suitable operating system installed on the computer system 600.

The computer software involves a set of programmed logic instructions that are able to be interpreted by the computer system 600 for instructing the computer system 600 to perform predetermined functions specified by those instructions. The computer software can be an expression recorded in any language, code or notation, comprising a set of instructions intended to cause a compatible information processing system to perform particular functions, either directly or after conversion to another language, code or notation.

The computer software is programmed by a computer program comprising statements in an appropriate computer language. The computer program is processed using a compiler into computer software that has a binary format suitable for execution by the operating system. The computer software is programmed in a manner that involves various software components, or code means, that perform particular steps in the process of the described techniques.

The components of the computer system 600 include: a computer 620, input devices 610, 615 and video display 690. The computer 620 includes: processor 640, memory module 650, input/output (I/O) interfaces 660, 665, video interface 645, and storage device 655.

The processor 640 is a central processing unit (CPU) that executes the operating system and the computer software executing under the operating system. The memory module 650 includes random access memory (RAM) and read-only memory (ROM), and is used under direction of the processor 640.

The video interface 645 is connected to video display 690 and provides video signals for display on the video display 690. Recipient input to operate the computer 630 is provided from input devices 610, 615 consisting of keyboard 610 and mouse 615. The storage device 655 can include a disk drive or any other suitable non-volatile storage medium.

Each of the components of the computer 620 is connected to a bus 630 that includes data, address, and control buses, to allow these components to communicate with each other via the bus 630.

The computer system 600 can be connected to one or more other similar computers via a input/output (I/O) interface 665 using a communication channel 685 to a network 680, represented as the Internet.

The computer software program may be provided as a computer program product, and recorded on a portable storage medium. In this case, the computer software program is accessed by the computer system 600 from the storage device 655. Alternatively, the computer software can be accessed directly from the network 680 by the computer 620. In either case, a recipient can interact with the computer system 600 using the keyboard 610 and mouse 615 to operate the programmed computer software executing on the computer 620.

The computer system 600 is described for illustrative purposes: other configurations or types of computer systems can be equally well used to implement the described techniques. The foregoing is only an example of a particular type of computer system suitable for implementing the described techniques.

Conclusion

A method, a computer system and computer software are described herein in the context of a redesigned mail server able to reduce its data storage requirements.

The techniques described herein can be used to achieve various advantages, including:

-   reduced consumption of data storage capacity on mail server. -   cost savings that result from reduced consumption of data storage     capacity. -   reduced size of each recipient's “Inbox”.

The techniques and arrangements described herein are described in the context of existing electronic mail or email infrastructure. However, the described techniques and arrangements can be adapted other forms of electronic messaging. Further, while an example of an implementation is described with reference to POP messaging systems, modified implementations are possible for other email protocols.

Various alterations and modifications can be made to the techniques and arrangements described herein, as would be apparent to one skilled in the relevant art. 

1. A method for reducing data storage requirements of a mail server, the method comprising the steps of: determining the size of an incoming email message addressed to multiple recipients, wherein the incoming message has a certain size; determining a selected recipient count for recipients of the email message, the selected recipient count indicating how many of the recipients have mailboxes on the mail server; calculating a total amount of storage that would be needed to store copies of the message in each one of the recipient's mailboxes on the mail server, the calculating being a function of the size of the incoming email message and the selected recipient count; comparing the calculated total amount of storage to a predetermined limit; and selecting between i) storing copies of the message in the respective mailboxes of the multiple recipients, such that multiple copies of the message are stored on the mail server in the mailboxes of the multiple recipients, and ii) storing for the mailboxes of the multiple recipients, and sharing among the mailboxes of the multiple recipients, only a single copy of the incoming message on the mail server as a shared message for the mailboxes of the multiple recipients, wherein the selecting is responsive to the comparing.
 2. The method as claimed in claim 1, further comprising the step of: storing respective copies of the incoming message in the recipients' mailboxes on the mail server, the storing being responsive to the calculated total amount of storage not exceeding a predetermined limit.
 3. The method as claimed in claim 1, further comprising the step of: storing on the mail server only a single copy of the incoming message and not storing respective copies of the incoming message in the recipients' mailboxes, the storing and not storing being responsive to the calculated total amount of storage exceeding a predetermined limit.
 4. The method as claimed in claim 3, further comprising the step of: storing respective links to the single copy of the incoming message in the recipients' mailboxes on the mail server.
 5. The method as claimed in claim 4, further comprising the step of: maintaining a record of the number of links that refer to the shared message.
 6. The method as claimed in claim 5, further comprising the step of: decrementing the recorded number of links when one of the links is deleted.
 7. The method as claimed in claim 6, further comprising the step of: deleting the shared message when the recorded number of links becomes zero.
 8. The method as claimed in claim 3, further comprising the steps of: recording a modified copy of the shared message, if a recipient of the incoming email message attempts to edit the shared message.
 9. A computer readable medium having computer software thereon for reducing data storage requirements of a mail server, and able to be executed by a mail server capable of interpreting the computer software, the computer software when executed comprising: instructions for determining the size of an incoming email message addressed to multiple recipients wherein the incoming message has a certain size; instructions for determining a selected recipient count for recipients of the email message, the selected recipient count indicating how many of the recipients have mailboxes on the mail server; instructions for calculating a total amount of storage that would be needed to store copies of the message in each one of the recipient's mailboxes on the mail server, the calculating being a function of the determined size of the incoming email message and the selected recipient count; instructions for comparing the calculated total amount of storage to a predetermined limit; and instructions for selecting between i) storing copies of the message in the respective mailboxes of the multiple recipients, such that multiple copies of the message are stored on the mail server in the mailboxes of the multiple recipients, and ii) storing for the mailboxes of the multiple recipients, and sharing among the mailboxes of the multiple recipients, only a single copy of the incoming message on the mail server as a shared message for the mailboxes of the multiple recipients, wherein the selecting is responsive to the comparing.
 10. Computer software as claimed in claim 9, further comprising: instructions for storing respective copies of the incoming message in the recipients' mailboxes on the mail sewer, the storing being responsive to the calculated total amount of storage not exceeding a predetermined limit.
 11. Computer software as claimed in claim 9, further comprising: instructions for storing on the mail server only a single copy of the incoming message and not storing respective copies of the incoming message in the recipients' mailboxes, the storing and not storing being responsive to the calculated total amount of storage exceeding a predetermined limit.
 12. Computer software as claimed in claim 11, further comprising: instructions for storing links to the single copy of the incoming message in the recipients' mailboxes on the mail server.
 13. Computer software as claimed in claim 12, further comprising: instructions for maintaining a record of the number of links that refer to the shared message.
 14. Computer software as claimed in claim 13, further comprising: instructions for decrementing the recorded number of links when one of the links is deleted.
 15. Computer software as claimed in claim 14, further comprising: instructions for deleting the shared message when the recorded number of links becomes zero.
 16. Computer software as claimed in claim 11, further comprising: instructions for recording a modified copy of the shared message, if a recipient of the incoming email message attempts to edit the shared message.
 17. A mail sewer having reduced data storage requirements, the mail server comprising: a computer readable storage device having computer software recorded thereon, the computer software being for reducing data storage requirements of a mail server and able to be executed by the mail server, the computer software comprising: instructions for determining the size of an incoming email message addressed to multiple recipients, wherein the incoming message has a certain size; instructions for determining a selected recipient count for recipients of the email message, the selected recipient count indicating how many of the recipients have mailboxes on the mail server; instructions for calculating a total amount of storage that would be needed to store copies of the message in each one of the recipient's mailboxes on the mail server, the calculating being a function of the determined size of the incoming email message and the selected recipient count; instructions for comparing the calculated total amount of storage to a predetermined limit; and instructions for selecting between i) storing copies of the message in the respective mailboxes of the multiple recipients, such that multiple copies of the message are stored on the mail server in the mailboxes of the multiple recipients, and ii) storing for the mailboxes of the multiple recipients, and sharing among the mailboxes of the multiple recipients, only a single copy of the incoming message on the mail server as a shared message for the mailboxes of the multiple recipients, wherein the selecting is responsive to the comparing. 